Where can I find step-by-step guidance on completing finance processes?
For step-by-step instructions on completing finance tasks (such as submitting claims, raising purchase orders, processing transfers or coding transactions), please refer to the Finance guidance articles on eActivities: Finance & Funding | eActivities
These articles contain the most up-to-date process steps, system instructions and regulatory guidance provided by the Finance Team.
Can we use our SGI funding for committee merchandise, or committee specific activity like meals or trips?
No. In line with the Student Group Funding Policy, SGI funding must be used to benefit your wider membership, not your committee. Committee hoodies, social meals, trips or other committee-only benefits cannot be funded through SGI. Likewise, SGI cannot be used for invite-only activities that are not open to your members. Claims that fall under these categories will not be approved - if you are unsure if an activity or purchase that your Committee intend to make would be approved, please ensure you check with the team in advance of making any payments to avoid disappointment.
Do I need to have purchased a ticket to an event to claim expenses or have an invoice processed for costs incurred on my behalf?
Yes. Where an event requires attendees to purchase a ticket, you must have a valid ticket (or otherwise be recorded as an authorised participant such as a Guest Speaker) for any expenses relating to your attendance to be reimbursed or for costs incurred on your behalf to be processed.
Evidence that an individual participated in an activity is an important part of the Union's approval process. This is not solely for financial verification, but also forms part of our health, safety and compliance requirements. For claims, it enables us to verify that student group funds are being used appropriately and only for eligible, insured participants.
Can I submit a claim for something I paid for in cash?
No. From the start of the 2026/2027 academic year, cash claims will no longer be accepted.
We cannot verify cash payments to the standard required for our financial controls, so there is no acceptable proof of payment. Please always pay by card or bank transfer if you intend to claim the expense back. Any cash claims submitted will be rejected.
Should we use claims for most of our purchases?
No. Claims should only be used where purchasing through the Union wasn't possible, and not for purchases over £250.
Wherever possible, purchases should be made using approved Union purchasing methods (such as purchase orders or Union payment methods) rather than members paying personally and claiming the money back.
Groups that process a high proportion of their expenditure through claims may have their financial responsibilities reviewed, and repeated misuse could result in financial restrictions being placed on the group.
Can I claim for something I bought using a gift card or voucher?
Only purchases made using cashless payment methods such as a debit card, credit card or bank transfer can be reimbursed.
For example, if you use existing Just Eat credit or a gift voucher to make a purchase, you're welcome to do so, but the Union cannot reimburse the value used. This is because gift cards and vouchers are often purchased for less than their face value, making the actual cost impossible to verify.
Can we buy cash prizes or reimburse competition winners?
No. Cash prizes and cash reimbursements to winners are not permitted.
If you wish to offer prizes, these should be physical items or gift cards/vouchers. If cash is purchased or reimbursed, the expense will not be refunded by the Union.
What happens if committee members approve expenditure when the group doesn't have enough money?
Committee members, particularly Presidents and Chairs, are responsible for ensuring funds are available before approving expenditure. Approving claims or purchases without sufficient funds can leave your group in debt. Where this happens, the Union may take action, including restricting your group's financial privileges and ability to run activity until the debt is resolved.
Our events ticket sales aren't being managed through SUMS. Who should we speak to?
If your event or ticket sales are taking place outside of SUMS, please contact the Activities Team before proceeding with selling tickets. They'll advise whether your plans are permitted and what processes need to be followed.
I've got questions about my Event Budget, where can I find answers?
We've got an article on Event Budgets you can read here: Helpdesk : Imperial College Union
Where can I find the most up to date policies relating to Group Finances?
- Annual Budgeting Principles 2025-2026
- Principles of Socially Responsible Engagement
- Student Group Funding Policy
Who approves finance requests?
Finance requests are approved based on their value:
| Value | Approval Required |
|---|---|
| £0–£50 | Student Group Chair/ Treasurer only |
| £50.01–£1,000 | As above + Management Group Chair |
| Over £1,000 | The above + The Activities Team |
| Over £10,000 | The above + Director of Finance |
| Over £50,000 | The above + Board of Trustees approval |
If your group does not belong to a Management Group, requests above £50 will be reviewed directly by the Activities Team.
Still have questions? Check out the rest of our knowledge base articles or submit a ticket to the Activities Team.
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